Who does our department contact to obtain a remote desktop scanner at the university?
Departments interested in utilizing remote desktop technology for scanning check deposits should contact Cash Management & Banking within the Controller’s Office at CTL-TM@fsu.edu.
Our department utilizes a remote desktop scanner for check deposits. Who do I contact to request user access changes?
Banking access is established by Cash Management & Banking within the Controller’s Office. Requests to add, change or terminate users should be sent to Cash Management & Banking at CTL-TM@fsu.edu providing details surrounding the request. Once the request has been submitted and approved, an email will be sent by Cash Management & Banking to the department to confirm the request has been completed.
The university remitted a check payment to a vendor; however, the vendor claims they never received the funds, even though Cash Management & Banking produced a copy of the cleared check. What can the vendor do to report an instance of check fraud?
The vendor should contact Cash Management & Banking at aCTL-TM@fsu.edu and request an Affidavit of Check Fraud by Payee form. Once the vendor has completed the form and had it notarized, it can be sent back to Cash Management & Banking to open a case with the bank. Any correspondence or communication concerning open cases should be directed to Cash Management & Banking at CTL-TM@fsu.edu.
Does our department need to apply to be authorized as a cash collection point?
If your department collects more than $5,000 in receipts annually, you must be authorized as a Cash Collection Point (and re-authorized every 3 years). The Cash Collection Point Application can be found in the Forms section of the Controller's website. If your department collects more than $5,000 annually, you must be authorized as a Cash Collection Point (and re-authorized every 3 yrs). The Cash Collection Point Application can be found in the Forms section of the Controller's website.
What is a “draft capture system” for approvals?
The “draft capture system” pertains to credit cards. It is the closeout process on your credit card machine.
How can our department receive a copy of the dishonored check list?
Contact Alisha Estep at (644-9436) in the Office of Student Finance and ask to be added to the email list.
How can our department obtain an endorsement stamp?
Each cash collection site is assigned a department ID. The department must be authorized as a Cash Collection Point prior to a department ID being assigned. Requests to order or reorder an endorsement stamp should be sent to CTL-Deposits@fsu.edu. The endorsement stamp will include the department name and department ID.
Can our department use a generic receipt book?
No. All university departments are required to provide an official FSU pre-numbered receipt for each payment received. Official FSU receipt books can be obtained from the campus UPS store (561-9180).
Is it necessary that our employees have a police background check?
Yes. University Policy OP-C-7-G12 states, "pre-employment criminal history background checks shall be required for A&P, USPS, and OPS positions that handle cash (except petty cash), checks, or credit/debit cards."
How many employees does our department need in the cash handling process?
If there is a biller/invoicer, that person should have no other function in the cash-handling process. Ideally, collections, deposits, and reconciliations should be separated as well. If there are insufficient personnel, a two-way separation of duties can be used. In a two-way separation, the same person can do collections and deposits; however, the reconciliation must be completed by a different person.
What information should we be recording in our department's payment log?
For any payment physically accepted by a department, other than those accepted through the university’s centralized payment solution and/or payments only accepted via ACH/EFT directly to the bank, at a minimum the following should be recorded on the department’s payment log.
1. Payer Name (for physical checks)
2. Check Number (if applicable)
3. Transaction Date (Date the payment was received)
4. Deposit Amount
5. Date Deposited
6. Depositor's Initials
7. Deposit Journal ID
8. Journal ID Date
9. Reconciler's Initials
Additionally, a Payment Log Template is available to assist departments in properly recording the receipt of payments can be found here.
Does our department need to use a tamper-resistant bag when making deposits?
Departments are required to submit deposits to the secure drop box located outside the Office of Student Finance at A1500 University Center using a tamper-resistant deposit bag. The Controller’s Office will supply departments with a startup quantity of these bags upon request. After the initial supply is used, departments should purchase their own white tamper-resistant bags through Superior Bag.
Our department plans to make deposits directly to the bank. How do we go about obtaining armored car service?
Departments should contact CTL-Admin-Services@fsu.edu to arrange armored car pick up service. This service requires the department to use endorsement stamps and deposit slips designated specifically for the department. These items will be supplied by Deposit Accounting and can be requested by submitting an email to CTL-Deposits@fsu.edu.
Are there additional requirements if our department plans to accept credit cards?
Yes. If your campus department plans to accept credit/debit cards, you will need to complete an Application for Credit Card Merchants, familiarize yourself with the university's Payment Card Policy, and complete the FSU Merchant Agreement. For additional information on the acceptance of credit/debit cards, contact Curt Caito (644-9475) in the Controller’s Office.
Can a department receive payment from a vendor or customer through an Electronic Funds Transfer (i.e., ACH, Wire)?
Departments have the option of accepting Electronic Funds Transfers (EFT) for payments made directly to the university’s bank account. Please contact Cash Management & Banking at CTL-Customerpmt@fsu.edu to establish an EFT setup. Banking information will not be shared with department representatives to provide to vendors or customers.
One of my customers wants to submit payment electronically but requires the university to register through their supplier/vendor portal. As a department, how do I handle that request?
All requests by customers for the university to register through a supplier/vendor portal should be sent to CTL-Customerpmt@fsu.edu. Banking information will not be shared with department representatives to provide to vendors or customers. Departments should request that payment remittance be submitted to CTL-EFT@fsu.edu to ensure timely processing.
How will my department know if an Electronic Funds Transfer (i.e., ACH, Wire) payment sent by a customer is received?
When instructions are provided to a customer for paying the university via Electronic Funds Transfer, the customer is directed to send remittance notice to their department representative and CTL-EFT@fsu.edu. This ensures the department is aware the funds are coming and can complete the necessary paperwork for Deposit Accounting to ensure the payment is recorded timely and accurately.
When can an Electronic Funds Transfer (EFT) payment be recalled?
Once an EFT payment has been processed by the bank, it can be recalled up to five business days from the date it was sent. The return of funds to the university’s bank account can take up to one week.
How does my department start recalling an Electronic Funds Transfer (EFT) payment?
Requests to recall an EFT payment should be submitted to Cash Management & Banking at CTL-TM@fsu.edu. The request should include the payee name, payment reference, date of payment, amount and any other details concerning the reason for the recall. C ash Management & Banking will submit a request to the bank and follow up with the department to advise them whether the recall was successful or not.
Where can I find the Stop Payment Request to initiate a stop payment on a payment made via check?
The Stop Payment Request form can be found on the Forms page of the Controller’s Office website at Forms > Cash Management & Banking Forms > Cash Management & Banking.
My department remitted payment via check to a vendor who states they did not receive the payment. How can we initiate a stop payment and/or reissue the check?
To initiate a stop payment, departments should submit a Stop Payment Request to Cash Management & Banking at CTL-TM@fsu.edu for processing. All sections of the form should be completed, and “Yes” should be noted next to the question asking whether the payment needs to be reissued.
Our department needs to initiate stop payments for multiple checks. Can we submit one Stop Payment Request and include multiple check numbers on the form?
No, only one check number should be provided per Stop Payment Request. If you have multiple stop payments that need to be issued, you will need to submit one form per request.
My department needs to initiate a Stop Payment Request, but there are multiple vouchers associated with the original payment. Can we include more than one voucher number on the Stop Payment Request?
Yes, while only one check number can be provided per request, you can include as many vouchers associated with that payment as is needed.
If a check needs to be reissued to a vendor, do we need to complete the Stop Payment Request?
Yes, the Stop Payment Request provides all the details concerning the original payment so that it can be stopped before a new check is issued. There is a question included on the form that asks whether the check will need to be reissued. Departments will need to indicate “Yes” when responding to this question.
Can we cancel a check if we are unable to locate a payee?
No, the university is required by law to exhaust all efforts to locate and return the funds to the payee. If these attempts are unsuccessful, the amounts are reported and remitted to the Florida Department of Financial Services, Division of Unclaimed Property. See our FAQs on Unclaimed Property for more information.
What are considered valid reasons for canceling a check?
Below are a few of the most common reasons for requesting a stop payment to cancel a check:
- Duplicate payment – The vendor has already received payment, and the payment is not owed to them.
- Payment was made in a different form – The department already paid the vendor using another form of payment, such as a purchasing card, and the payment is not owed to them.
- Payee has refused funds – The vendor states the amount is not owed to them. Requests of this nature will require something in writing from the vendor before the university cancels the check.
What is Unclaimed Property?
Unclaimed Property is a financial asset that has been left uncashed, inactive, or abandoned by its owner (payee). As it relates to the university, these are typically uncashed checks issued to vendors, employees or students. If the university is unable to locate and re-establish contact with the owner to return the asset, it is reported and remitted to the Florida Department of Financial Services, Division of Unclaimed Property.
Why do Unclaimed Property items get submitted to the state?
Chapter 717, Florida Statutes, requires unclaimed property assets be held by business or government entities for a set period. If the university is unable to locate and re-establish contact with the owner to return the asset, it is reported and remitted to the Florida Department of Financial Services, Division of Unclaimed Property.
How does Unclaimed Property impact my department?
Each department is responsible for monitoring and reconciling outstanding checks issued to payees in a timely manner. Generally, checks are considered stale-dated by the bank 90 days after the date of issuance. Due diligence must be performed by the department with every attempt made to contact payees to resolve outstanding items before they are submitted to the state as unclaimed property.
How does Cash Management & Banking assist departments with unclaimed property items?
Cash Management & Banking periodically compiled a list of outstanding stale-dated checks for each department to assist Budget Managers with this process. Departments should perform due diligence to contact payees to determine if the payment was received and still needs to be cashed, the payment was not received and the original check needs to be re-issued, or if for some reason the funds are no longer owed.
Departments may submit a Stop Payment Request, reissue or general inquiry to Cash Management & Banking at CTL-TM@fsu.edu for assistance and processing. If a department is unsuccessful in receiving a response from a payee 60 days prior to the annual report filing date (typically mid-February of each year), Cash Management & Banking will mail out due diligence letters to the payee’s most recent address on file as a final attempt to resolve prior to submitting the funds to the Florida Department of Financial Services, Division of Unclaimed Property.
Once funds have been remitted to the Florida Department of Financial Services, Division of Unclaimed Property, payees will need to search FLTreasureHunt.gov and file a claim or contact the State to collect on any amounts owed to them.
When do Unclaimed Property items get submitted to the state?
For items that have reached their dormancy period, the Unclaimed Property report is due to the State of Florida by April 30 of each year. The 2026 Unclaimed Property report will contain outstanding checks dated 12/31/2024 and prior.
If an unclaimed property item gets submitted to the state before a payee can be contacted, how does the payee claim the item?
Once funds have been remitted to the Florida Department of Financial Services, Division of Unclaimed Property, payees will need to search FLTreasureHunt.gov and file a claim or contact the state to collect any amounts owed to them.
Additional information concerning Unclaimed Property in the State of Florida or instructions for filing a claim can be found on the FLTreasureHunt.gov website or FAQs page.
What information should a department provide when submitting a vendor portal registration request?
The following information should be provided when submitting a vendor portal registration request:
- Vendor name
- Vendor address
- Vendor contact name
- Vendor contact's phone number
- Vendor contact's email address
- Accounting distribution for the department receiving the credit/payment (department ID, fund ID, account code, project number, etc.)
- Description of the goods or services being provided to the vendor
An auxiliary customer has requested to remit payment electronically but requires the university register through their vendor portal. Who would handle that request?
All customer requests for the university to register through a vendor portal should be sent to Cash Management & Banking at CTL-TM@fsu.edu. Please note portal registrations, particularly those with terms and conditions, indemnity clauses or other similar information, can take more time to complete as consultation and review by other areas of the university is often required. Departments should plan accordingly when receiving these types of requests.
Are there any vendor portal registrations for which the university will not register?
Vendor portal registrations that charge transactions fees to remit payment electronically will not be completed by the university. An alternative payment method must be chosen, to ensure the full amount of the payment is received by the university.
One of our customers has requested the university’s banking information to remit payment electronically. Who would provide that information?
Depending on the type of information requested, this information should be directed as follows:
- Paper Forms/Registration Packets -All paper forms, including those requesting ACH banking information or vendor registration packets, should be sent to Cash Management & Banking at CTL-CustomerPmt@fsu.edu for processing. Forms simply requiring banking information are typically processed in one to three business days. Vendor registration packets, particularly those with terms and conditions, indemnity clauses or other similar information, can take more time as consultation and review by other areas of the university is often required to complete these requests. Departments should plan accordingly when receiving these types of requests.
- Banking Letter – Customers requesting banking information but not requiring a form should send an email request to Cash Management & Banking at CTL-CustomerPmt@fsu.edu. Cash Management & Banking will send a copy of the university’s banking letter to the customer via secure email.
- Vendor Portal Registrations – Invitations to register through a vendor portal should be sent to Cash Management & Banking at CTL-TM@fsu.edu. The university has many existing profiles under this email address, so if an invitation is sent to a department or other address, it can delay the process and will need to be corrected before the university can complete the registration. In addition, portal registrations, particularly those with terms and conditions, indemnity clauses or other similar information, can take more time to complete as consultation with other areas of the university is often required. Departments should plan accordingly when receiving these types of requests.
Please be advised that due to the sensitive nature of the data, banking information will not be provided to department representatives.
What is the general time frame for a vendor portal registration to be completed?
Forms requiring basic information (banking information and W-9) are generally completed in one to three days. Vendor packets or portal registrations, particularly those with terms and conditions, indemnity clauses or other similar information, can take more time to complete as consultation with other areas of the university is often required. Departments should plan accordingly when receiving these types of requests.
